Executive Assistant, G&A

Apollo.io is the leading go-to-market solution for revenue teams, trusted by over 500,000 companies and millions of users globally, from rapidly growing startups to some of the world's largest enterprises. Apollo.io provides sales and marketing teams with easy access to verified contact data for over 270 million B2B contacts, along with tools to engage and convert these contacts in one unified platform. By helping revenue professionals find the most accurate contact information and automating the outreach process, Apollo.io turns prospects into customers. Apollo raised a series D in 2023 and is backed by top-tier investors, including Sequoia Capital, Bain Capital Ventures, and more, and counts the former President and COO of Hubspot, JD Sherman, among its board members. Apollo.io is growing rapidly, with 900% revenue growth since 2021, and is looking for world-class talent to keep building with us.

As an Executive Assistant in the G&A department, you will play a pivotal role in supporting the Chief Legal Officer and other G&A leaders. Your primary focus will be on ensuring smooth day-to-day operations, efficient meeting planning, and proactive organization. Additionally, you'll be instrumental in high-level executive meeting coordination, board preparation, and providing quasi-paralegal support as needed. This role is remote in the US.

Key Responsibilities:

• Executive Support: Manage the active calendar of the Chief Legal Officer, aligning schedules with board meetings, committee sessions, and legal deadlines. Prepare confidential documentation and reports for board meetings and other legal matters.
• Meeting Coordination: Streamline board and committee meeting cadence and communications. Develop and implement efficient board prep processes to ensure timely preparation and sign-off on materials within specified timeframes. Manage the preparation process and logistics for internal committee and cross-functional meetings.
• Logistics Management: Efficiently organize subsidiary documents, notarization processes, and quarterly board meetings. Handle logistics such as WeWork access, AV setups, and dinner reservations.
• Paralegal Support: Provide quasi-paralegal assistance by aiding in legal efforts, document drafting, and other administrative tasks within the legal domain.
• Collaboration: Partner with the Chief of Staff to facilitate timely follow-ups post-Board Meetings and optimize the legal team's productivity. Proactively collaborate with leaders on day-to-day tasks, organization, and logistics.
• Calendar Management: Manage calendars and proactively schedule meetings for executives.
• Travel Coordination: Coordinate complex travel plans, accommodations, and itineraries for the Chief Legal Officer as required.
• Meeting Participation: Attend key meetings, take detailed notes, and ensure timely follow-up on action items.
• Special Projects: Handle occasional special projects as required.

Requirements:

• Experience: 4+ years in an administrative role, preferably in the technology or similar industry, with exposure to legal environments or supporting legal executives.
• Organizational Skills: Strong organizational abilities with the capacity to prioritize multiple tasks seamlessly and meticulous attention to detail.
• Interpersonal Skills: Excellent interpersonal skills with the ability to build relationships across leadership teams and throughout the company.
• Communication: Expert-level written and verbal communication skills.
• Problem-Solving: Demonstrated proactive approaches to problem-solving.
• Confidentiality: Proven ability to handle confidential information with discretion and adaptability to competing demands.
• Deadline Management: Ability to meet ambitious goals and deadlines in a fast-paced environment.
• Tech Proficiency: Proficiency in Google applications (Calendar, Docs, Sheets) and willingness to learn new tools and apps (e.g., Notion).

What You'll Love About Apollo

Besides the great compensation package and culture that thrives in openness and excellence, we invest tremendous effort into developing our remote employees' careers. The team embraces that we have a sole purpose: to help customers maximize their full revenue potential on the Apollo platform. This mindset opens us up to a lot of creative approaches to making customers successful at scale. You'll be a significant part of a lean, remote team, empowered to really own your role as a proactive educator. We're very collaborative at Apollo, so you'll be able to lean on your teammates, even in adjacent departments, to help you achieve lofty goals. You'll be supported and encouraged to experiment and take educated risks that lead to big wins. And, you'll have a whole team remotely by your side to help you do it!